BEST POS - Business accounts primary contact terms credit limits

Business Accounts: Primary Contact, Authorized Buyers, Terms and Credit Limits in BEST POS (Retail)

Summary

This article explains how to set up a business account: create the company record, define the primary contact, add authorized buyers, configure terms (e.g., Net 30), credit limit, billing preferences (PO required, invoice email), and keep the account healthy over time.

Step-by-step Instructions

1) Create the company profile (business account)

  1. Open Customer > New and choose Business as the customer type.
  2. Enter Legal name, Display name, Business ID (if required), billing address, primary email, phone.
  3. Set defaults: tax group, price level, store (for multi-site).
  4. Save to create the company profile.

2) Set the primary contact and authorized buyers

  1. In the Contacts tab, add the Primary contact: first/last name, email, phone.
  2. Tick Receives invoices and Receives statements for accounting recipients.
  3. Add authorized buyers with their identifiers (customer card, PIN, employee ID) when your build supports buyer authorization at the register.
  4. Optionally enable PO required to force a Reference on every invoice.
  5. Save. Check: the primary contact is flagged and visible on the profile.

3) Configure terms and credit limit

  1. Open Terms and choose Net 30, Net 15, COD, or a custom term.
  2. Enable Allow On Account sales and set the credit limit.
  3. Define tolerance/override rules per policy when over limit.
  4. Save. Note: for deeper controls (blocks/warnings), see the article “Set credit limit, terms and customer blocks”.

4) Billing preferences and documents

  • Invoice sending: choose the billing email (usually primary or accounting contact).
  • Statements: set cadence (monthly/weekly) and confirm the print layout.
  • Required references: enable PO required and use the Reference field (PO/Job) at the register.
  • Ship-to addresses: add locations (warehouses, branches) for delivery and destination tax handling.

5) Upkeep and best practices

  • Quarterly review of authorized buyers and the primary contact (staff changes).
  • Credit limit audit vs. purchasing trends; adjust after payment history.
  • Standardize naming (e.g., “Company - City - Account”) to prevent duplicates.
  • Document exceptions in Notes (e.g., “2 percent discount if paid within 10 days”).

Fixes and FAQs

  • Cannot sell On Account: verify Allow On Account and that credit limit is not exceeded.
  • PO enforcement not working: enable the option and enter Reference before Subtotal.
  • Invoices go to wrong email: update the billing email on the primary or accounting contact.
  • Duplicate business profiles: use merge (see dedicated article) and keep a master record.
  • Wrong taxes for a branch: select correct ship-to and recalc.

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